Victoria Speer
Canton,MI
Summary
Experienced Office Management and Administration Professional optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational, technical and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
42
42
years of professional experience
Work History
Office Administration Manager
Building Technology Services, LLC
Plymouth, MI
12.2023 - Current
- Coordinate office operations to enhance efficiency and support team productivity.
- Manage scheduling and logistics for meetings, ensuring optimal resource allocation.
- Develop and maintain filing systems, both paper and digital, to improve document retrieval processes.
- Streamline communication channels between departments to foster collaboration.
- Oversee budget management, ensuring adherence to financial constraints while maximizing operational efficiency.
- Process AR, AP and PR accordingly.
- Implemented office policies that improved workflow and compliance with regulations.
- Train new staff on administrative procedures and company standards.
- Assist in budget management by tracking expenses and identifying cost-saving opportunities.
- Seamlessly manage both inbound and outbound correspondence ensuring timely responses that contributed to excellent client relations.
- Collaborate with other departments in identifying cross-functional opportunities and providing necessary administrative support to achieve organizational objectives.
- Maintain open communication with customers to foster positive relations and provide updates on issues.
- Develop strong working relationships with vendors, resulting in improved services and financial benefits for the company.
- Coordinate logistics for events such as conferences or meetings, guaranteeing seamless execution from start to finish.
- Reduce expenses through careful budget planning, cost analysis, and renegotiation of vendor contracts.
- Maintain electronic and paper filing systems for easy retrieval of information.
- Coordinate communications, financial processing, registration, recordkeeping, and other administrative functions.
- Reconcile account files and produced monthly reports.
- Assist in preparation and processing of payroll to facilitate prompt staff payments.
- Organize spaces, materials and catering support for internal and client-focused meetings.
- Optimize organizational systems for payment collections, AP/AR, deposits, and recordkeeping.
- Developed internal requirements and standards to minimize regulatory risks and liability across programs.
- Conduct ongoing reviews of program financial systems to assess cost control measures.
- Assist in securing sub contractors for various disciplines to meet the requirements of impending projects.
- Procure staff housing and ensure per diem's are paid out accordingly.
- Oversee insurance policies of various modalities to ensure compliance such as general liability, personal liability, workers compensation, business owned vehicles, health insurance, life and LTD.
Executive Assistant to the President
SEIU Healthcare Michigan
Detroit, MI
12.2009 - 12.2023
- Assisted the President as needed.
- Enhanced executive efficiency by managing and prioritizing the President's daily schedule, appointments, and travel arrangements.
- Drafted and edited correspondence, ensuring clear communication with stakeholders and Board of Directors.
- Coordinated logistics for executive meetings, ensuring seamless execution of agendas and materials.
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors.
- Facilitated seamless communication between the President and key stakeholders, ensuring timely responses to emails and phone calls.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Organized meetings, preparing agendas and materials to facilitate productive discussions.
- Collaborated with cross-functional teams to support initiatives and enhance operational effectiveness.
- Streamlined office operations by implementing best practices for document management systems.
- Maintained confidential files and records, ensuring compliance with organizational standards and regulations.
- Managed sensitive information discreetly, maintaining strict confidentiality in all aspects of executive support.
- Assisted with the onboarding process for new executive team members, and staff creating a smooth transition for all involved parties.
- Actively participated in organization-wide committees to improve processes while representing the President's interests effectively.
- Organized and coordinated conferences and monthly meetings.
- Served as a trusted liaison between the President's office, both external and internal departments, facilitating efficient collaboration on projects and initiatives.
- Increased overall productivity by skillfully handling multiple tasks simultaneously while adhering to tight deadlines consistently.
- Coordinated high-level events with meticulous attention to detail, fostering strong relationships with clients and partners.
- Collaborated with cross-functional teams to achieve project milestones on time and under budget.
- Worked closely with the Finance Department to carry out day to day financial activities.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Oversaw administrative staff performance evaluations and provided constructive feedback for professional growth opportunities development.
- Assisted in the development of strategic initiatives, contributing to improved company performance and growth.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
Operations Coordinator
Prime Healthcare Staffing, Inc.
Plymouth, MI
04.2006 - 12.2009
- Processed payroll, housing and benefits in a multi-state capacity for traveling physical and occupational therapists and speech language pathologists.
- Coordinated communication between departments to ensure alignment on project objectives and deadlines in regards to housing, payroll and benefits.
- Developed training materials and conducted onboarding sessions for new hires, fostering team integration, in regards to housing, payroll and benefits.
- Analyzed operational data to identify housing trends, informing strategic decisions for staffing and resource management.
- Initiated vendor relationship management strategies, ensuring quality service delivery and cost-effectiveness.
- Collaborated with managers to evaluate needs and optimize operational plans.
- Led successful projects from conception to completion, achieving objectives on time and within budget constraints.
- Developed strong relationships with clients, therapists and vendors maintaining open lines of communication to promote loyalty and retention.
- Ensured compliance with industry regulations, keeping accurate records and managing audits as required.
- Coordinated logistics activities including transportation arrangements, housing solutions and environmental concerns.
- Contributed to the development of departmental policies and procedures ensuring consistency across the organization.
- Negotiated contracts with vendors, securing competitive pricing for goods and services.
- Reduced financial inconsistencies while assessing and verifying billing invoices and expense reports.
- Reduced operational risks while organizing data to forecast housing trends.
- Reduced budgetary expenditures by effectively negotiating contracts for more advantageous terms.
Leave of Absence
Maternity Leave
10.2004 - 03.2006
Chief Operations Officer
Family Medical Center of Michigan
Temperance And Carleton, MI
10.1995 - 10.2004
- Controlled day to day operations of a two site, 501(c)3, community center (Temperance and Carleton, MI). Medical facility for the low income and indigent population with 53,000 encounters on average per year.
- $3.1M dollar operation, 63 employees, 25 year history at that time.
- Assisted in the merger of another community health center located in Carleton, MI and Family Medical Center of Michigan.
- Assisted in the procurement and building of a new $4.3M community health center in Carleton, MI.
- Prepared and oversaw monthly Board of Directors' meetings and its' sub committees (marketing, personnel, finance, strategic and compliance).
- Maintained P&L and shouldered corporate fiscal responsibility together with the Finance Director.
- In coordination with physicians and staff, streamlined operational processes to enhance patient care quality and efficiency.
- Led cross-functional office teams in implementing strategic initiatives aligned with organizational goals.
- Spearheaded the efficacy of manual health record systems, improving data accessibility and accuracy. (electronic medical records where not developed at this time.
- Oversaw budget management and resource allocation, ensuring financial sustainability of operations.
- Fostered a culture of continuous improvement through staff training and process optimization initiatives.
- Collaborated with stakeholders to identify opportunities for service expansion and operational scalability.
- Assisted in the direction of compliance efforts with regulatory standards, enhancing organizational accountability and risk management strategies.
- In coordination with the physicians', staff and the Board of Directors', led cross-functional teams to execute high-impact projects on time and within budget constraints.
- Supported business growth through strategic planning and process development.
- Met customer service standards and expectations consistently by effectively communicating, actively listening and implementing questionnaires and focus groups.
- Implemented business development strategies, corporate identity through logo designs and website designs.
- Made decisions with broad and positive impact on security management operations.
- Optimized customer experience with improved service standards, streamlined complaint resolution procedures, and enhanced internal communication systems for better response times.
- In coordination with the Board of Directors', Physicians' and staff members, revamped quality assurance protocols, ensuring consistent delivery of exceptional products. Achieved JACHO Accreditation.
- Boosted employee satisfaction and retention through effective communication, training programs, and performance incentives.
- Spearheaded technological advancements that streamlined workflows while maintaining.
- Facilitated organizational change initiatives, promoting adaptability among employees during periods of transition or restructuring.
- Built strategic relationships with federal, state and local law enforcement agencies.
- Mitigated risks by establishing robust risk management processes and investing in cybersecurity measures for company-wide protection.
- Fostered a collaborative work environment that encouraged creative problem solving.
- Ensured compliance with industry regulations, maintaining strong relationships with regulatory bodies and implementing necessary updates to internal policies.
- Led organization by developing professional and ethical culture focused on patient and staff excellence.
- Negotiated contracts and agreements to secure favorable terms and maximize profits.
- Managed financial, operational and human resources to optimize business performance.
- Represented organization at industry conferences and events.
- Analyzed industry trends and tracked competitor activities to inform decision making.
- Created succession plans to provide continuity of operations during leadership transitions.
- Collaborated with legal, accounting and other professional teams to review and maintain compliance with regulations.
Administrative Secretary/Finance Manager
Family Medical Center of Michigan
Temperance And Carleton, MI
12.1991 - 10.1995
- Assisted Executive Director as needed.
- Worked directly with the accounting firm that served as our in house/contracted financial advisor and accounting firm. Included was involvement with the annual financial audit preparation.
- Learned and maintained the MAS90 financial software. Included AP, AR, PR and general ledger.
- Assisted with Medicare/Medicaid Cost Reports and FQHC Cost Report preparation.
- Prepared financial, marketing, personnel and strategic planning reports for the Board of Directors' and subcommittees. Prepared meeting packets and took minutes.
- Assisted with the preparation of the annual budget and adjusted accordingly throughout the year.
- Assisted in the development and implementation of accounting policies and procedures to ensure compliance with accounting principles, rules and regulations.
- Assisted in the preparation of policies and procedures in all departments including medical, billing and administrative.
- All Human Resources functions.
- Arranged appointments, travel schedules, itineraries and related documents for the Executive Director, Medical Director and physicians.
- Worked closely with DHHS, State of MI, Monroe County and local health and governmental officials.
Medical Receptionist
Family Medical Center of Michigan
Temperance, MI
01.1991 - 12.1991
- Managed patient scheduling, ensuring optimal appointment flow and minimal wait times.
- Coordinated front desk operations, enhancing patient interactions and service efficiency.
- Maintained manual health records, ensuring data integrity and compliance with regulations.
- Ability to speak with patients, physicians and co-workers in a professional, respectful manner.
Medical Transcriptionist
Family Medical Center of Michigan
Temperance, MI
02.1990 - 01.1991
- Transcribed medical dictations accurately, ensuring adherence to clinic protocols and standards.
- Maintained up-to-date knowledge of medical terminology and procedures for precise documentation.
Leave of Absence
Maternity Leave
09.1989 - 02.1990
Restaurant Co-Manager
Wendy's International (Corporate)
Toledo, OH
09.1984 - 09.1989
- Managed daily operations to ensure optimal staff performance and customer satisfaction.
- Trained new employees on service standards and operational procedures.
- Monitored inventory levels and coordinated restocking efforts to minimize shortages.
- Implemented cost-saving measures by optimizing supply chain processes.
- Analyzed sales data to identify trends and drive menu adjustments for profitability.
- Ensured compliance with health, safety, and sanitation regulations through regular inspections and staff trainings.
- Managed financial operations, including budgeting, forecasting, cost control measures, and financial reporting to ensure profitability.
- Established a solid reputation within the community through consistent participation in local events and partnerships with neighboring businesses.
Education
High School Diploma -
Bedford High School
Temperance, MI06-1984
Business Communication
University of Toledo/Comtech
Toledo, OhioBusiness Communication
Monroe County Community College
Monroe, MISkills
- Administrative support
- Leadership and supervision
- Human resources
- Financial services support
- Workload prioritization
- Team collaboration
- Meeting/Scheduling planning
- Office management
- Project management
- Travel coordination
- MS Office, Adobe, Dropbox, Other
Timeline
Office Administration Manager
Building Technology Services, LLC
12.2023 - Current
Executive Assistant to the President
SEIU Healthcare Michigan
12.2009 - 12.2023
Operations Coordinator
Prime Healthcare Staffing, Inc.
04.2006 - 12.2009
Leave of Absence
Maternity Leave
10.2004 - 03.2006
Chief Operations Officer
Family Medical Center of Michigan
10.1995 - 10.2004
Administrative Secretary/Finance Manager
Family Medical Center of Michigan
12.1991 - 10.1995
Medical Receptionist
Family Medical Center of Michigan
01.1991 - 12.1991
Medical Transcriptionist
Family Medical Center of Michigan
02.1990 - 01.1991
Leave of Absence
Maternity Leave
09.1989 - 02.1990
Restaurant Co-Manager
Wendy's International (Corporate)
09.1984 - 09.1989
High School Diploma -
Bedford High School
Business Communication
University of Toledo/Comtech
Business Communication
Monroe County Community College